Business Support Services Specialist

Chiesi USA

Based in Parma, Italy, Chiesi is an international research-focused biopharmaceutical group with 90 years' experience, operating in 31 countries. More than 8,000 employees across the group are united by a singular purpose: promoting a healthier world for our people, patients, and the planet. This is what drives us as we research, develop, and market innovative drugs across our main therapeutic areas. Discover more here.

At Chiesi we are thinking generations ahead, driving sustainable innovation with purpose. This fosters a culture of reliability, transparency, and ethical behaviour at every level. As a Benefit Corporation and a certified B Corp, we have embedded sustainability in our bylaws and continuously measure our impact.

Diversity, inclusion, and equal opportunity are at the heart of who we are. We believe our differences make us stronger. We are a vibrant ecosystem of passionate, talented individuals united by strong values, each bringing unique perspectives that help us to continuously challenge the status quo for the better.

Chiesi Global Rare Diseases

Chiesi Global Rare Diseases is a Chiesi Group's business unit established in February 2020 and focused on research, development and commercialization of treatments and patient support services for rare and ultra-rare disorders, many of whom have limited or no treatments available.

This unit is based in Boston, Massachusetts, with a strong synergy with the headquarters in Parma.

Rare unit has a focus on research and product development for lysosomal storage diseases, rare hematology, ophthalmology disorders and rare immunodeficiencies. The unit is also a dedicated partner with global leaders in scientific research, patient advocacy and care. Discover more here.

Who we are looking for

This is what you will do

The Business Support Service Specialist will provide operational and administrative support to the Global and US Marketing teams for high-priority global initiatives, reporting directly to US Business Support Services Manager. This role focuses on executing and enhancing operational efficiency, interacting with Global and US Marketing teams and cross-functional collaboration to support Global and US Marketingteams to meet strict delivery timelines with efficiency, following compliance rules and internal SOPs and procedures.

You'll be responsible for:

• Arrange in-house and off-site team meetings including scheduling of meeting rooms, fulfilling AV needs, securing hotel room blocks, ordering food & beverage when requested, and planning team building events/dinners.
• Assist for contracting process and purchasing of services and goods according to procurement SOPs and policies including monitoring approval process of contracts with KOLs and HCO and Transfer of value ensuring timely turnaround with legals and vendors, routing for review, approvals, procuring signatures via DocuSign, and uploading fully executed documents in contracting platform.
• Process purchase orders, invoices, and check requests, routing completed documents to Finance department for assigned teams.
• Ensure monthly cost accruals alignment together with Budget owners and Finance BP and accounting through standard internal budget trackers files and costs control made available by Finance
• Actas a direct liaison between internal staffand external customers or vendors.
• Assist with scheduling external and cross-functional internal meetings within multiple time zones for VP of Global Marketing and relevant leadership team members as needed.
• As requested, attend meetings to transcribe meeting notes, format PowerPoint slides, edit letters and email announcements, route correspondence and collate information for analysis.
• Utilizebroad and comprehensive experience, skills, and knowledge in organizational policies, procedures, and practices.
• Interactdaily with high-profile individuals and handle highly confidential information.
• Book domestic and international travel and support travel itineraries for leadership team as needed.
• Provide back-up and vacation coverage to other assistants and Business Support Services team in the business unit as needed.

You will need to have

• Bachelor's degree and/or experience in relative field.
• 3+ years of experience in a life science industry (pharma, biotech) providing administrative support to multiple executives and team members.
• Ability to anticipate needs, act independently and with a sense of urgency.
• A proactive approach to problem-solving with strong decision-making skills.
• Superior communication skills coupled with the ability to work in a fast-paced, changing environment and multi-task effectively.
• High attention to detail and experience preparing and proofing correspondence and documents.
• Ability to prioritize tasks, manage and maintain professional, friendly, and efficient operations.
• Ability to handle highly sensitive data confidentially.
• Demonstrate a high degree of teamwork and flexibility.
• Experience with contract processing and management.
• Experience with budget management and purchase order processing.
• Solid experience with MS Office.

We would prefer for you to have

• Previous experience working in Marketing and office operations.
• Experience with SAP and Concur.

Location

Hybrid position based in Boston, MA.

Compensation

The annual base pay for this position ranges from $82,880 to $103,600. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours. Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. If hired, the employee will be in an "at-will position" and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

What we offer


No matter where your path starts at Chiesi, it leads to inspiring possibilities. Your future is our focus, and we are committed to nurturing your development in our dynamic, friendly environment with access to resources and training every step of the way.


We provide top-class benefits, including comprehensive healthcare programs, work-life balance initiatives, and robust relocation support. Our salary package is competitive, comprising a basic salary, performance bonuses, and benefits benchmarked against the external market. Additionally, we offer flexible working arrangements, remote work options, and tax assistance services for foreign colleagues, all designed to help you thrive.


Chiesi USA is an equal opportunity employer committed to hiring a diverse work force at all levels of our business. All qualified applicants receive consideration for employment without regard to race, national origin, age, sex, religion, disability, marital status, veteran status, or any other basis protected by local, state or federal law. This policy applies with regard to all aspects of one's employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.